Our committee

The operations of Deepdene Preschool are managed by a voluntary Committee of Management made up of parents whose children are enrolled at the centre. The Committee is responsible for all aspects of the preschool, including organisational and administrative functions; financial management; maintenance of the building, equipment and grounds; employment of staff; compliance with legislation and regulations; enrolments; the development of policies and other administrative duties.

Committee meetings are usually held on the first Monday of each month during term time at 7.30pm at DPS. There are usually 8 or 9 ordinary Committee meetings per calendar year. 

 

COMMITTEE OF MANAGEMENT – SUMMARY OF POSITION DESCRIPTIONS 2017

 

President  (Executive position) - Pia Smillie (Olivia, Yellow Group)

  • Responsible for the management of the kindergarten on behalf of the Approved Provider;
  • Coordinates the work of the Committee;
  • Official spokesperson of Deepdene Preschool (“DPS”);
  • Responsible for chairing Committee meetings;
  • Responsible for liaising with the Department of Education & Early Childhood Development (DEECD) and other parties on behalf of DPS;
  • Oversees compliance with legal requirements and the funding criteria;
  • Liaises with staff, Committee Members, Sub-Committee Members, and the Financial Administrator on an as-needs basis;
  • Required to attend Committee meetings.

 

Vice-President (Executive position) - Tsan Pin Yoong (Jeremy, Blue Group)

  • Provides support to the President on an ‘as-needs’ basis, and stands in for the President as required;
  • Organises annual survey of families attending the service;
  • Sits on the Grievance & Complaints Sub-Committee;
  • In conjunction with Secretary, responsible for the preparation of all the necessary correspondence/ documentation for the AGM;
  • Additional tasks and responsibilities may be delegated to the Vice-President from time to time in order to meet the operational needs of DPS.
  • Required to attend Committee meetings.


Secretary (Executive position) - Erin Boyd (Alistair, Red Group)

  • Prepares and distributes notices/agendas for meetings;
  • Records and circulates minutes of meetings; 
  • Collects, opens, records, and distributes all incoming/outgoing mail and ensures correspondence is filed appropriately;
  • Maintains the Committee contact list and list of members (in conjunction with Enrolment Officer);
  • Appointed as the Public Officer of DPS for the purposes of the Associations Incorporation Reform Act 2012 and is responsible for ensuring DPS complies with its legal obligations under that Act. 
  • Required to attend Committee meetings.

 

Treasurer (Executive position) - Lena Ly (Hayden, Blue Group)

  • Manages the financial affairs of DPS in an appropriate manner;
  • Presents and explains financial reports to the Committee, and the annual financial report to the members at the AGM, prepared in conjunction with the Financial Administrator and Auditor;
  • Responsible for the collection and banking of DPS fees, late fee follow-up and issuing Childcare Benefit receipts as required;
  • Approves expenditure;
  • Prepares a budget in consultation with the Committee and manages the budget as required;
  • Ensures compliance with DEECD requirements to submit an annual financial report, and other financial reporting requirements;
  • Liaises closely with the Financial Administrator in relation to: the maintenance of accurate financial accounts; the preparation of Business Activity Statements; managing income and expenses including issuing invoices and receipts; banking; payroll; payment of suppliers; management of petty cash etc.
  • Required to attend Committee meetings. 

 

Enrolment Officer - Fei Meng (Madeline, Blue Group)

  • Represents DPS on the Board of the BKCES Advisory Group;
  • Liaises with BKCES in relation to offers and enrolments;
  • Organises enrolments based on information provided by BKCES;
  • Handles enrolment enquiries throughout the year;
  • Prepares and distributes Information Kits for families.
  • Assists the planning for the Orientation sessions and interview sessions and commencement arrangements;
  • Assists to organise the annual Open Day and other opportunities to visit the kinder;
  • Prepares and distributes enrolment and contact lists to teachers, Committee and members, and updates as required.
  • Required to attend Committee meetings.

 

Staff Liaison - Cherry Liu (Patrick, Yellow Group)

  • Acts as the Committee contact point for staff with any issues, queries, or problems;
  • Attends staff meetings where Committee representation is required;
  • Conducts annual staff performance appraisal process of all staff in conjunction with President;
  • Develops Professional Development plans (in conjunction with director);
  • Ensures salaries and all staff entitlements are paid correctly, in conjunction with Treasurer and the Financial Administrator;
  • Organises approval for leave, professional development or other requests from staff (in conjunction with director);
  • Maintains, updates and files personnel records, leave entitlements and professional development records, in conjunction with the Financial Administrator;
  • Ensures that employee tax payments and superannuation are calculated and paid regularly, in conjunction with the Financial Administrator;
  • Liaises with the Maintenance Officer in relation to compliance with Occupational Health and Safety issues.
  • Member of the Recruitment Sub-Committee and manages the process for recruitment of new staff;
  • Member of the Grievance & Complaints Sub-Committee;
  • Required to attend Committee meetings.

 

Maintenance Co-ordinator / Maintenance Sub-Committee (not on Committee of Management) - Browyn Cornish (Callum F, Blue Group)

  • Responsible for managing and co-ordinating the maintenance and up-keep of the kindergarten and its grounds;
  • Organises working bees at least once each term;
  • Liaises with the Boroondara City Council’s Maintenance Department as required;
  • Periodically reviews daily and monthly maintenance inspection reports and organizes any repairs and maintenance required;
  • Co-ordinates capital works and in particular ongoing outdoor redevelopment project;
  • In conjunction with the Staff Liaison and the Committee, ensures that Occupational Health and Safety requirements and other regulatory requirements are met; 
  • May be a member of the Maintenance Sub-Committee and hold a General Committee member position
  • Maintenance Co-ordinator required to attend Committee meetings.

  

Social Representative / Social Sub-Committee (not on Committee of Management) - Natasha Webb (Thomas, Red Group)

  • Co-ordinates social functions and activities throughout the year (in particular assists in organising a welcome function, morning teas, Open Day and the Christmas/end-of-year functions, and the provision of morning/afternoon tea/drinks at various pre-school functions);
  • At least 4 people are required on the Social Sub-Committee - who will also act as class representatives. 
  • As class representatives, the social sub-committee will be the communication point between staff, the Committee and parents, and will assist staff in disseminating information to their group;
  • May be a member of the Social Sub-Committee and hold a General Committee member position.
  • Social Representative required to attend Committee meetings.

 

Grants Officer - Ian Boyd (Alistair, Red Group)

  • Responsible for sourcing opportunities to raise funds externally for specific needs or improvements as identified and endorsed by the Committee;
  • Writes applications and submissions for relevant and appropriate grants on behalf of the Committee;
  • Provides support and assistance to the Treasurer in assessing, analysing and complying with funding requirements;
  • Required to attend Committee meetings

 

IT Co-ordinator (non-Committee position) - Lin Siew Lim (Callum T, Blue Group)

  • Maintains and updates DPS’s web site;
  • Assists new Committee Members set up their DPS e-mail accounts;
  • Ensures regular back-up of DPS’s computer;
  • Maintains and installs relevant software and hardware;
  • Assists with other IT-related tasks requested by the Committee;
  • IT Co-ordinator may hold a Committee position as well;
  • Generally not required to attend Committee meetings